ADMINISTRATIVE ASSISTANT A
Location: Seattle, Washington
Description: University of Washington Medical Center is currently interviewing ADMINISTRATIVE ASSISTANT A right now, this position will be reside in Washington. Further informations about this position opportunity kindly read the description below. The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asse! t in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Department of Psychiatry & Behavioral Sciences pursues a balanced commitment to knowledge discovery, teaching excellence, and high-quality clinical care by capitalizing on the resources of our vibrant academic and regional community. Our psychiatry residency and psychology internship programs, specialty fellowship programs, and post-doctoral research fellowships attract exceptionally talented individuals who are among the most academically competitive applicants in the country. The scale and diversity of our faculty and clinical sites, coupled with the richness of the UW academic community, the emphasis on evidenced based treatments, and the culture of scientif! ic inquiry allows us to provide comprehensive, leading-edge cl! inical and research training experiences.
The Division of Public Behavioral Health and Justice Policy within the Department of Psychiatry and Behavioral Sciences currently has an outstanding opportunity for an Administrative Assistant A . This individual will provide executive administrative support to the Director of the Division, including public relations and assistance with personnel operations. Answer the Director’s and Division’s phone lines and interact with diverse populations. Demonstrate initiative with minimal supervision and exercise excellent problem solving skills in a complex and fast-paced office environment. Exercise judgment to solve unusual administrative problems consistent with the objectives and policies of the Division and Department.
DUTIES AND RESPONSIBILITIES:
Provide direct administrative support to the Director of the Division of Public Behavioral Health and Justice Policy. Manage a highly active calendar: schedul! e appointments, conferences and meetings, set up conference calls and events. Coordinate and schedule highly busy travel arrangements in consultation with the Director. Provide similar travel and coordination support for division’s faculty. Have extensive contact with individuals such as senior management staff, administrative officers, community leaders and local, state and federal officials.
Prepare itineraries, presentation materials, background information and documentation in preparation for supervisor’s professional commitments. Assist in constructing agendas for Staff, Faculty, and project meetings. Serve as a liaison between Director and other faculty, staff, and members of the community, transmitting information or assignments and requesting information. Prepare and provide information regarding policies and procedures to departmental faculty and staff. Collate, edit, and maintain educational materials, presentations, and administrative and online shar! ed files.
Ongoing management and updates of Division website, ! including faculty and staff bios, new project descriptions, upcoming events and trainings and post policy and publication updates as requested. Proactively and assertively communicate around website design and content status and keep the information current on a weekly basis. Regularly solicit articles and information from Faculty and staff as well as other collaborators and stakeholders for website.
In collaboration with Program Manager, serve as administrative liaison between the Division of Public Behavioral Health and Justice Policy to the Department of Psychiatry and University of Washington Human Resources. Manage the posting of new job positions. Maintain potential employee files. Give notice of non-selection. Coordinate and schedule interviews for multiple calendars. Initiate new hire orientation and manage documentation. Record sick and annual leave requests and perform Leave Time Recording System monthly reconciliation.
Develop, plan and coordina! te special projects such as coordinating move of facilities/offices. Assist with organizing office space; modify work flow processes to achieve efficient use of space, equipment and personnel; coordinate office operations; including developing and managing office policies and procedures, and public relations. Prepare office space and computer access for new staff. Orient new employees to office policy and procedures. Manage phone line moves and network connection changes as needed.
Compose and type emails and letters, acknowledgments, notifications, confidential and sensitive material etc.; may sign correspondence after clearing technical or policy content with Director; attend meetings, write agendas, take minutes, and distribute meeting findings.
Use excellent customer services skills, in coordination with other staff, to provide office reception including phone triage, directing calls to appropriate parties. Greet families and visitors in office while e! xercising excellent public relations skills and sensitivity to diverse ! populations. Respond to verbal and written requests. Retrieve, screen, prioritize, and distribute mail.
Conduct and/or respond to surveys, studies, and requests for information; compose narrative portions of documents such as brochures and policy statements. Conduct online web literature searches.
Maintain equipment lists and check out calendars. Manage and schedule conference room use. Act as hub of information and support for faculty, staff, and community. Address equipment malfunctions and building issues. Contact vendors or departments to resolve problems or order services.
Perform related duties as required.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our benefits website .
REQUIREMENTS:
High School graduation or equivalent AND four years of progressively responsible experience in office, secretarial, bookkeep! ing, accounting, or general administrative work OR equivalent education/experience.
Additional Requirements:
- Demonstrated customer service skills and energetic positive attitude,
- Proficiency with Word, PowerPoint, Outlook Calendar, Outlook Email.
- Familiarity with Excel and Access.
- Experience in administrative support, including overseeing and executing office operations in a research and clinical healthcare setting.
- Experience with coordinating complicated travel arrangements.
- Experience with invoicing and tracking of payments.
- Demonstrated flexibility, initiative, and excellent decision making skills.
- Excellent writing, editing, and proofreading experience and skills required.
DESIRED:
- May require working some early mornings or later evenings to accommodate work events.
- Must have valid driver’s license and access to reliable transportation.
Application Process:
Part of the application process for this position includes completing an on-line Employment Eligibility assessment to obtain additional information that will be used in the evaluation process. The assessment will appear on your screen for you to complete as soon as you select "Apply to this Position" on this job announcement. Once you begin the assessment, it must be completed at that time. If you select to take it later, it will appear ! on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until the assessment is complete.
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If you were eligible to this position, please send us your resume, with salary requirements and a resume to University of Washington Medical Center.
Interested on this position, just click on the Apply button, you will be redirected to the official website
This position will be opened on: Thu, 19 Sep 2013 04:02:06 GMT
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